Privacy & Security

Last updated: September 2026. First draft — pending review by club officers before this is treated as final.

1. What we collect

The portal stores the information members submit during application and account setup: name, identity code, contact email, course enrollment records, and — for executive members — a position title and, where set, a profile photo. Attendance and activity records may also be kept for club governance purposes.

2. Who can see what

Access to member data is restricted by role. Ordinary members can see and edit their own profile and enrollment information, but cannot see other members' sensitive details. Admins and executives can see membership-wide information needed to run the club, such as applications, active-status records, and enrollment approvals. This is enforced at the database level, not just hidden in the interface.

3. Account security

Passwords are never stored in plain text or visible to club executives — the portal's authentication provider handles this. New accounts are set up through an invite link or a claim-account flow, not by anyone else choosing a password on a member's behalf. Members are responsible for keeping their own login credentials confidential.

4. File storage

Uploaded files (such as profile photos, when that feature is enabled) are stored with a provider separate from the club's general infrastructure, under a project-specific storage path.

5. Data retention

Member records are retained for as long as the member is active or the club has a legitimate governance reason to keep them (for example, historical meeting attendance). A member who wants their data removed should contact a club executive.

6. Changes to this policy

This policy may be updated as the club and portal evolve. Continued use of the portal after an update constitutes acceptance of the revised policy.